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Friday, January 9th 2009

Funding request form for Off-Campus Activities

Academically-Controlled Auxiliary Activities Committee

G u i d e l i n e s

The Academically-Controlled Auxiliary Activities (AAA) fund, an allocation of the Student Fee Committee (SFC), is intended to help support activities not ordinarily funded from other university resources. The fund supports educational, aesthetic, and institutional activities which have the potential of contributing to the experiences and development of a number of students. The AAA fund is administered by a volunteer committee of faculty, staff, and students. A representative of the office for Student Activities and Leadership Programs (SALP) participates ex-officio. All registered students are eligible to apply.

AAA supports travel for PSU students who participate in faculty-governed scholarly conferences by reading papers, participating in panels, or giving creative presentations. Their participation must have educational potential for other students, e.g., through a complementary presentation on the PSU campus. AAA also does not provide funding for meal expenses.

Examples of activities which are not funded include: travel by PSU faculty or staff; attendance at off-campus meetings without presentation of a paper or performance; programs or lectures for a single class; lectures at on-campus conferences and professional meetings; and purchase of equipment, instructional materials and publicity materials.

AWARD LIMITS:
$750 maximum per request/event
$4,000 maximum per department, group or organization per academic year

APPLICATION
There are two different application forms, one for individual student travel to conferences and one for group student travel to conferences. Applications must be submitted to the AAA Committee before one of the following deadlines and at least three weeks prior to the proposed event. Applications submitted more than three months before the event will not be considered.

These are the deadlines:

November 1	February 1	April 1
December 1	March 1	May 1

For example, if you are planning to attend a conference that takes place on March 10, then you need to make sure your application is submitted by February 1.

You should expect to hear a decision in two weeks after each deadline.

Applications submitted more than 90 days prior will be returned without processing. Incomplete applications will be automatically disqualified. Please read and follow the instructions carefully. On the following page is additional information on the applicability of AAA funding for your event.

A brief report must be filed upon completion of the event.

The following are some specific guidelines:
1. Except in cases of small requests (e.g., less than $200), proposals that are partially supported by other sources are given preference. Applicants are encouraged to seek partial support from supplemental sources.
2. The AAA Fund does not provide honoraria for Portland State University faculty, staff, or students. The AAA Fund also does not fund honoraria for on-campus guest speakers and any expenses related to on-campus guest speakers.
3. Funds are not allocated for food and/or beverages.
4. AAA only funds student presentations at academically related conferences off campus. Funds are provided for transportation, lodging, and conference registration fees. Only current PSU students are eligible to apply for travel support.
5. Incomplete or late applications will be automatically disqualified from consideration. Please consult the application checklist to ensure that all necessary documents are included and submitted before due date.
6. Submit the online application and email a set of all necessary documents to Dr. Harry York, AAA Chair at whyATpdx.edu. Scanned documents and forwarded emails will be accepted.
7. All funds allocated must follow SFC guidelines.
8. All paperwork for travel reimbursement will be processed through the sponsoring department. Please have your departmental representative contact Shannon Timm at shannonwATpdx.edu or 503.725.5652.
9. Program funding for 2008-09 is $33,965.

The following information and documentation must be included for the application to be considered:
• Complete funding request, with all questions answered.
• Letter of support from your department and/or faculty supervisor
• Letter from conference organizers accepting your paper for the event
• Any documents related to amount of AAA funding requested:
  1. Written quote (email, fax or email) from travel agency, airline or rental agency
  2. Copy of conference registration application with registration fee
  3. Lodging reservations
  NOTE: Please keep all receipts after you travel.
• Signature of faculty sponsor/advisor and/or chair of your department. This might be the same person.